Office relocation can be challenging if not approached from the right angle. Due to the significant amount of financial investments involved in office relocation, understanding office relocation tips makes moving more efficient.
Planning
Begin the planning process long before you actually move your office. Making required arrangements and finding new office space can take months. Take time to budget for the move, budgeting for larger offices takes more time than for smaller ones. Create a system that tracks costs and schedules the move, and make relevant information easily available to all concerned parties.
Communication
Inform all your employees about the move. Let them know well in advance so that they can make personal plans to facilitate the move. If you have to shut down the office during the move, inform your employees in advance so that they can make personal plans that won’t interfere with the move.
Put someone in charge of the move. The person will handle communication regarding the move and prevent conflicting information. This job is typically handled by office managers or a person with exceptional organizational skills.
Preparing for the Move
You should prepare the office before the move by emptying all desk drawers and cabinets and packing them into well-labeled boxes. However, you don’t have to remove files within file cabinets as they can be safely moved while full to protect the contents from damage. Nevertheless, it is advisable to remove all filling cabinets and pack them into boxes if you will have to move them up and down a flight of stairs to facilitate an efficient move. Finally, remove all loose items such as pictures and decorations and pack them into boxes.
Dismantling Office Furniture
Dismantling office furniture such as corner desks, conference tables and cubicle walls, may be required before the move. In some cases, cubicle walls may have to be moved with the office. Take extra time in advance to dismantle the wall sections.
Execute the Move
Consider hiring several four wheel dollies to facilitate the move. Assign at least two four wheel dollies to each section of the office with large furniture. Position the furniture well in the moving trailer to prevent shifting while on transit.
The items in the moving trailer will likely vibrate, move and bump into each other during the move. Therefore, ensure every item in the moving trailer is completely covered in furniture pads and held in place with tape. In addition, use load straps on every furniture row to minimize shifting. During unloading, place multiple diagrams throughout the new office to ensure each item is placed in its proper location.
